Career Legal

FACILITIES COORDINATOR - INTERNATIONAL LAW FIRM LONDON - WEST END £40,000 - £45,000 My client, a leading international law firm based in the West End, are seeking a Facilities Coordinator to join their team. THE ROLE To enter and manage facilities service requests. Walking the floor regularly to assist employees and address any issues with the facilities where required. Report maintenance issues to the correct vendors and ensure tracking of these issues are being logged and resolved. Liaise with the Facilities Manager, alongside the wider team, to ensure that reactive tasks are performed promptly and project work maintained. Ensure that office moves are done in the correct and timely manner alongside the wider facilities team. Ensure that new joiners have the correct set-up within their office Assist with leavers to make sure they have required assistance with removal of belongings. Work with the facilities team on meeting room furniture set-ups and reconfiguring rooms as needed. Update departmental documents, such as the Health & Safety and Fire file, check lists and purchase orders. Monitors the company equipment by reporting defects relating to performance, such as lighting, water leaks, blind control, HVAC and general maintenance and repairs Be able to perform basic repairs to the facilities and furnishings, and carry out troubleshooting Assist with supervision of contractors. Help organize regular health & safety inspections, DSE evaluations and risk assessments. PERSON REQUIREMENTS At least 3 years' experience in a facilities role. Excellent organizational and time-management skills. Ability to work in a demanding and busy environment whilst maintaining a calm and professional demeanour and prioritize work as necessary. Ability to handle processing of paperwork and record keeping including administrative filing. Ability to carry out physical duties. Ability to work independently as well as part of the wider Strong attention to detail and accuracy, with ability to handle sensitive matters. Excellent written and oral communication High customer service skills and ability to deal courteously and effectively with others, using discretion when required Experience working in a law firm and or corporate environment Knowledge of health and safety at work requirements and to have an understanding of building services is desirable. H&S qualification/experience (IOSH) membership with the IWFM and or relevant IWFM qualifications Please apply today for immediate consideration!

This client, a global law firm with an international network, with offices in many locations including USA, Middle East, Far East and Europe. The London office is ideally located for a number of stations including Liverpool Street, Cannon Street or Fenchurch Street with beautiful offices and an on-site gym and subsidised staff restaurant. They are now looking to hire an E Billing Coordinator on a permanent basis. Responsibilities Responsible for generating E-billing files using the firms ERP system. Handling a heavy volume of complex uploads to various intermediary platforms in accordance with the clients billing guidelines and firm policies. Detailed knowledge of the LEDES file structures (for all file types). Taking ownership for maintaining the data held in the E-billing intermediary platforms, predominantly timekeepers, rates, and budgets to facilitate the timely submission of invoices. Invoice rejection management. Taking responsibility for aiding the resolution of any issues with effective communication to the partnership and/or clients in a timely manner. Onboarding and implementing new E-billing clients. Maintenance of client matters held on the E-billing platforms. Identifying and completing the set-up of new matters in advance of invoices being submitted. Co-ordinating the submission of accrual information for E-billing clients in adherence to the clients' timetable requirements. Liaising with the relevant billing/credit control/reporting teams to ensure that the financial data submitted is accurate. Monitoring and dealing with queries and invoice submission requests in the E-billing mailbox. Interacting with a wide range of contacts at different levels, requiring an awareness of own impact on others and an adjustment of behaviour accordingly. Obtaining relevant feedback to advise on improvements to the processes of the team and actively promoting the finance function. Maintaining constructive working relationships with MPs, MFEs and secretaries within the firm and key personnel within external organisations to ensure that focus is maintained on outstanding E-bills and E-billing queries. Candidate Profile Experience in a Law firm environment with experience of E-billing processes Important Notice It is Career Legal's policy, as a matter of courtesy, to respond to all applications within three working days. However because of the volume of applications, we are sometimes unable to respond to individual candidates. If we have not contacted you within three working days your application has been unsuccessful and your details have not been retained. Please apply for any other position that you may see in the future. Thank you. Career Legal is a Recruitment Agency and is advertising this vacancy on behalf of one of its Clients.